Follow-Up Sequences

Home for outbound targeted and automated communications — program onboarding flows, study-group cohort logistics, event prep and follow-up, enrollment sequences, platform-launch announcements. Sibling of newsletters/, not a subfolder.

Purpose

Two kinds of content live here:

1. Sequence designs — orchestration logic for multi-step flows (day-N timing, trigger conditions, tag gates, branching). Not individual email copy — the coordination layer. Location: sequence-designs/.
2. Archived one-time sends — cohort-specific and event-specific emails that went out exactly once to a targeted audience. Pulled from 3ZGRM_fc_campaigns.email_body on crm.baseworks.com — the finalized copy that actually left the server. Location: top level, one sub-folder per archive following the newsletters/ pattern.

Role Split (Do Not Mix)

Content type	Location	Scope
Ongoing parametric templates (welcome, deferral response, interview request)	communications/email-templates/	Living drafts — evolve over time
Broadcast editorial (main-list newsletters)	communications/newsletters/	Wide audience, voice-driven
Sequence designs + archived targeted sends	communications/follow-up-sequences/ (here)	Small audience, operational

When a sequence uses an email-templates/ template, the sequence wikilinks to it. No content duplication. The template stays canonical; the sequence records which template + when + to whom; the archive captures the exact final copy that left the server.

Source of Truth Rule

The finalized copy that went out via crm.baseworks.com is authoritative.

• Draft in email-templates/ drifts from what was actually sent? → the archive (pulled from CRM DB) is the truth; flag the template’s frontmatter with drifted-from-crm: true and a link to the authoritative archive.
• When archiving, always pull body from 3ZGRM_fc_campaigns.email_body, never from a template file or preview URL.
• Archives are immutable once written. If a correction is needed, write a new file dated to the correction, not an edit-in-place.

Folder Structure (Current)

follow-up-sequences/
├── _follow-up-sequences-index.md          ← this file
├── YYYY-MM-DD-<slug>/                     ← one folder per archived send
│   └── YYYY-MM-DD-<slug>.md
└── sequence-designs/
    └── <sequence-name>.md                  ← orchestration notes

Matches the newsletters/ convention. Cohort, program-category, and topic grouping all happen via frontmatter + tags + cohort hub wikilinks, not folder nesting.

Future flattening — safe and recommended if useful

The per-archive sub-folder pattern mirrors newsletters/ for consistency across comms-type content. If this ever feels like unnecessary nesting, it’s safe to flatten to:

follow-up-sequences/
├── _follow-up-sequences-index.md
├── 2024-12-05-final-details-open-day-montreal.md   ← flat .md files
├── 2026-01-23-program-logistics-study-group-spring.md
├── ...
└── sequence-designs/
    └── 2026-spring-study-group-sequence.md

Why the refactor is safe:

• Wikilinks resolve by filename, not path — existing [link](/link/) references continue to work
• vault-index.db rebuilds from the filesystem; the path column updates on next hook run
• No external system (KB site build, skills, wp-cli) references paths to these files directly

The one rule that must hold: filenames stay globally unique across the vault. If the vault’s globally-unique-filename discipline is maintained, this refactor reduces to a single git mv + sync rebuild, with no link repair needed.

When to flatten: if/when asset-free archives dominate (no per-file sub-folders needed for accompanying files) and the nesting adds friction without adding clarity. If we start attaching A/B variants, resource notes, or per-send assets to individual archives, keep the sub-folders.

Frontmatter Standard (Archived Sends)

---
title: "<Subject as sent>"
type: program-communication
program-category: study-group | open-day | enrollment | platform-launch
cohort: "<cohort-slug, e.g., 2026-spring-study-group-montreal>"
event-cohort: "<event-cohort-slug if event-related, e.g., 2026-01-montreal-open-day>"
status: archived
created: <today>
send-date: <YYYY-MM-DD>
source: fluentcrm-archive
source-campaign-id: <FluentCRM ID>
subject-line: "<Subject>"
audience: "<Segment name or recipient count>"
related-program: "[<program or campaign note>](/program-or-campaign-note/)"
related-events:
  - "[<event note if applicable>](/event-note-if-applicable/)"
related-templates:
  - "[<email-template if one was used as source>](/email-template-if-one-was-used-as-source/)"
utm-campaign: <if set>
image-migration:
  - original: <url>
    cdn: <url>
tags:
  - program-communication
  - <category>
  - <cohort slug>
  - archived
---

Cohort Integration Hubs

Each cohort’s home folder (e.g., 02-areas/educational-programs/study-groups/2026 (Spring) Study Group Montreal/) should carry a ## Communications section hub-wikilinking to:

• The campaign plan (in communications/campaigns/)
• The sequence design (in sequence-designs/ here)
• Each archived send (in this folder, chronological)
• Templates used (in communications/email-templates/)

And in reverse: each archived send’s ## Related section points back to the cohort folder. Bidirectional linking is required — see archive-newsletter guidelines for the broader discipline.

Current Status

Scaffolding only. No archives written yet. The 13 identified English program communications from _fluentcrm-campaign-inventory are the first backlog target — see archive-program-communications-plan for the execution plan.

Related

• Newsletter Index
• FluentCRM Campaign Archive Inventory
• Program Communications Archival Plan
• Archive Newsletter Guidelines — reference workflow this area adapts